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CHANGE

MANAGEMENT PLAN
For additional tools and templates, visit b-space, OE
Program Office, Resources, Change Management

Results Delivery Plan: Framework


for Change
Prepare to build commitment and
capability:
1.Develop case for change
2.Develop compelling vision for the future state
3.Identify key changes, affected groups, and
prioritize impacted groups
4.Understand impact and capacity for affected
groups
5. Identify/develop leadership spine
Build commitment and capability:
1.Leveraging leadership spine for enrollment
2.Communicate Effectively
3.Managing resistance
4.Shape and reinforce behaviors (antecedents
and consequences)

Tools & Templates


1

CASE FOR CHANGE

Workplan: Case for change

Activity

Deadline

Owner

Identify the current and


anticipated problems and
opportunities underlying the
case for change using 2x2

Create a set of 3-5 simple


messages as building blocks
for the case for change

Develop 1-page summary of


case for change based on 3-5
messages and refine
language with Initiative
Sponsors

Get input on case for change


from OE Communications
Lead

Creating a Compelling Case


for Change
PROBLEMS

OPPORTUNITI

What problems do
What opportunities
we currently face?
currently exist

to address these
What is the impact
problems?
of these problems
on our
strategy and goals?

What will happen if


these
problems continue?

If we address these
problems, what
opportunities
could emerge?
Next steps/action
planning:
What can we do
right now to create
these opportunities?

and a Plan for


Action

Adapted by K. Mitchell for COrWE/UC Berkeley from Bain & Company results
acceleration/delivery planning materials, August 2010

Template: Current and


anticipated
problems and opportunities
Problems

Opportunities

Anticipated

Current

Highlighted = priority reasons

Tools & Templates


2

FUTURE STATE

Workplan: Compelling Future


State
Activity

Deadline

Owner

Brainstorm creative

metaphors and/or images to


help communicate the case
for change

Test language with key

stakeholders to ensure intent


is clear and descriptions
resonate

Write compelling intent

statement for use by leaders


in communicating the need
for change

Get input on compelling


future state language from
OE Communications Lead

Template: Vision of the future


Changed experience

Metaphors/images/
examples

Tools & Templates


3

KEY CHANGES AND


GROUPS

Workplan: Key changes and


groups
Activity

Brainstorm list of key


changes required to achieve
the future state and key
groups impacted by these
changes

Deadline

Owner

Prioritize groups based on

contribution to value realized


by the initiative and level of
impact of the initiative on the
group

Vet list of changes, groups

and prioritization with


functional and other campus
experts

Template: Changes and groups

Impacted groups
Change
Example change

Change #1

Change #2

Change #3

Change #4
Impacted by change

Group
#1

Group
#2

Group
#3

Group
#4

Group
#5

Template: Prioritization 2x2

Impact of change on group

High

Low
Low

Value of group to objectives

High

Tools & Templates


4

IMPACT AND
CAPACITY

Workplan: Impact assessment

Activity

Deadline

Owner

For high priority groups


identified on prioritization
2x2, complete an impact
assessment to determine
overall impact

For high priority groups,


estimate timing of impact

Create initiative-level heat


map and share results of
heat map with Program
Office

Request OE-level heat map


from Program Office and
discuss results

Template: Impact assessment


Low Risk
1

1. Scope

% of people affected?

2. Adoption window Time to adjust?


3. Novelty

Evolution vs. quantum


leap?

4. Inevitability

Self evident change?

5. Certainty

Certainty + Specificity?

6. Ability
7. Beliefs

Existing knowledge +
skills?
New vs. existing?

8. Values

New vs. established?

9. Behaviors

Consistent or
different?
New vs. existing
processes?

10. Activities
11. Measures

New vs. existing


metrics?

12.
Economics

Fiscal differences?

13. Organization

Change to structure, roles,


etc?

14. Trust

Trust in change leadership?

15. Benefit

Good for me?

16. Control

Can I influence?

Caution
4

Danger
7

10

Template: Heat map

Group
1

Overall

Group
2

Group
3

Group
4

Group
5
Low impact
Medium
impact

Q1
Q2

Q2
Q3

Q3
Q4

Q4

High impact

Tools & Templates


5

LEADERSHIP SPINE

Workplan: Leadership spine

Activity

For each key change and


group impacted, complete a
leadership spine identifying
change leaders, agents,
advocates and blockers

Deadline

Owner

Identify ~4-6 change leaders


common across all leadership
spines for initiative and form
advisory council

Template: Leadership Spine


Initiating
Change
Leader
Primary
Change
Leader

Local
Change
Leader

Local
Change
Leader

Local
Change
Leader

Implem
enters

Change
s

Processes, Policies, Capabilities, Systems, Organization,


Behavior, Beliefs, Values , etc.

Tools & Templates


5

ENROLLMENT

Workplan: Enrollment

Activity

Deadline

Owner

For each leadership spine,

identify enrollment approach


and enrollment plan

Develop enrollment support


materials

Example: Enrollment plan


overview
Update
Message
Maps

What Cascades and HOW?


Develop
Plan

Revise
Role Maps and
Leadership Spine

Role Mapping:
Are all Change Leaders in
our Leadership Spine?
Must define an enrollment
process for business areas
that are critical to our
realization (even though
implementers may not have
to change)
How can we leverage
advocates?

Enrollment
Sessions
The Story
Local
Implications
Change
Leadership role
Time for
dialogue

Incorporates
orientation/traini
ng to leadership
role (minimum
of 1-2 hours)
Important lower
in organization
prior to
pilots/roll-out

One-onOne
Meeting
s
Impleme
nter
issues
Change
leader
role
In person or
virtual

See value in face-to-face,


group sessions
Recommend 1-day, face-to-face Change
Leadership Training for Directors. Make
available to leaders in lower levels as
change approaches (handling
resistance)
Consider how to adapt to WebEx or
module during Enrollment
Top two tiers: Orient to session design
and materials; one-on-one with Initiating
Change Leader

Example: Enrollment plan


cascade
L

Initiating change leader

Prep
phase

I/L

I/L

I/L

Weeks 1-2
S

Weeks 3-4
S

Weeks 5-6

I/L

I/L

IMPLEMENTERS

Primary sustaining
change leader
Sustaining change
leader (division/
geographic/functional
leads)
Sustaining change
leader (department
leaders)
Sustaining change
leader (middle
managers)
Local sustaining change
leader (first-line
supervisor)
All other employees
24

Tools & Templates


7

COMMUNICATIONS

Workplan: Communication plan

Activity

Develop initial
communications plan

Deadline

Owner

Share initial communications


plan with OE
Communications Lead for
feedback

Template: Communications Plan

Group

Messages

Delivery format/
Messenger

#1

#2

#3

#4

#5
Discussional Draft Only

Tools & Templates


8

RESISTANCE

Workplan: Managing resistance

Activity

Deadline

Owner

Using the results of the


impact assessment for
priority groups, identify
sources of likely resistance

Develop plan for managing


resistance including training
for change leaders and
communication tools

Tools & Templates


9

BEHAVIORS &
CONSEQUENCES

Workplan: Changing behaviors

Activity

Deadline

Owner

Identify specific behavior


changes by a key group
required to achieve desired
results

Identify consequence
providers for this population

Design consequences
(especially positive) to
reinforce behavior

Identify and develop training,


communications and systems
required to implement
consequences

Template: Behavior changes

Group

#1

#2

#3

#4

#5

Behaviors

Consequences
(positive and
negative)

Template: Behavior changes

Group

Performance
Requirements

Training Plan

Behaviors/Skills

#1

#2

#3

#4

#5
Discussional Draft Only